DOJ's Bureau of Prisons awards $142K for Ricoh printer maintenance, covering 364 days
Contract Overview
Contract Amount: $14,231 ($14.2K)
Contractor: Ricoh USA Inc
Awarding Agency: Department of Justice
Start Date: 2025-10-01
End Date: 2026-09-30
Contract Duration: 364 days
Daily Burn Rate: $39/day
Competition Type: FULL AND OPEN COMPETITION
Number of Offers Received: 1
Pricing Type: FIRM FIXED PRICE
Sector: IT
Official Description: FY26- RICOH PRINTERS - MAINTENANCE ONLY (17 TOTAL)
Place of Performance
Location: EXTON, CHESTER County, PENNSYLVANIA, 19341
Plain-Language Summary
Department of Justice obligated $14,230.92 to RICOH USA INC for work described as: FY26- RICOH PRINTERS - MAINTENANCE ONLY (17 TOTAL) Key points: 1. Spending is concentrated with a single vendor, Ricoh USA Inc. 2. The contract is for printer maintenance, a recurring operational need. 3. Potential for price increases exists due to limited competition. 4. The IT hardware and services sector is characterized by rapid technological change.
Value Assessment
Rating: fair
The contract value of $142,309.92 for 364 days of maintenance appears reasonable for 17 printers. However, without specific details on the printer models and service levels, a precise benchmark is difficult.
Cost Per Unit: N/A
Competition Analysis
Competition Level: full-and-open
The contract was awarded under full and open competition, suggesting a competitive bidding process. This method generally leads to better price discovery and potentially lower costs for the government.
Taxpayer Impact: The competitive award process aims to ensure taxpayer funds are used efficiently for necessary services.
Public Impact
Ensures operational continuity for the Federal Prison System's printing needs. Supports essential administrative functions within the Bureau of Prisons. Maintains critical equipment, preventing disruptions to daily operations.
Waste & Efficiency Indicators
Waste Risk Score: 39 / 10
Warning Flags
- Vendor lock-in risk if future contracts are not competitively bid.
- Potential for escalating maintenance costs over time.
- Dependence on a single manufacturer for parts and expertise.
Positive Signals
- Awarded under full and open competition.
- Firms Fixed Price contract provides cost certainty.
- Supports critical government functions.
Sector Analysis
This contract falls within the IT hardware and services sector, specifically focusing on maintenance for office equipment. Spending benchmarks for printer maintenance vary widely based on volume, printer type, and service level agreements.
Small Business Impact
The data indicates this contract was not awarded to a small business. Opportunities for small businesses in this sector often lie in providing complementary services or competing for smaller, localized maintenance contracts.
Oversight & Accountability
The award process under full and open competition suggests adherence to procurement regulations. Ongoing oversight would focus on service delivery and adherence to contract terms.
Related Government Programs
- Photographic and Photocopying Equipment Manufacturing
- Department of Justice Contracting
- Federal Prison System / Bureau of Prisons Programs
Risk Flags
- Potential for vendor lock-in.
- Limited competition in future renewals.
- Dependence on specific manufacturer's parts/service.
- Rising maintenance costs over time.
Tags
photographic-and-photocopying-equipment-, department-of-justice, pa, delivery-order, under-100k
Frequently Asked Questions
What is this federal contract paying for?
Department of Justice awarded $14,230.92 to RICOH USA INC. FY26- RICOH PRINTERS - MAINTENANCE ONLY (17 TOTAL)
Who is the contractor on this award?
The obligated recipient is RICOH USA INC.
Which agency awarded this contract?
Awarding agency: Department of Justice (Federal Prison System / Bureau of Prisons).
What is the total obligated amount?
The obligated amount is $14,230.92.
What is the period of performance?
Start: 2025-10-01. End: 2026-09-30.
What is the total cost per printer for maintenance over the contract period?
The total contract value is $142,309.92 for 17 printers over 364 days. Dividing the total cost by the number of printers gives approximately $8,371.17 per printer. This figure represents the average annual maintenance cost per device, but actual costs may vary based on printer model, usage, and specific service inclusions.
What are the risks associated with relying on a single vendor for printer maintenance?
Relying on a single vendor, even after competitive bidding, carries risks such as potential price increases in future renewals, limited access to alternative parts or expertise, and reduced leverage in negotiations. Vendor lock-in can occur if switching becomes difficult or costly, impacting long-term budget flexibility and operational resilience.
How does this spending align with the Bureau of Prisons' overall IT budget and priorities?
Without access to the Bureau of Prisons' overall IT budget and strategic priorities, it's challenging to assess alignment. However, printer maintenance is a fundamental operational need. Ensuring this spending is cost-effective and supports the agency's mission is key, with oversight needed to confirm value for money compared to other IT investments.
Industry Classification
NAICS: Manufacturing › Commercial and Service Industry Machinery Manufacturing › Photographic and Photocopying Equipment Manufacturing
Product/Service Code: MAINT, REPAIR, REBUILD EQUIPMENT › MAINT, REPAIR, REBUILD OF EQUIPMENT
Competition & Pricing
Extent Competed: FULL AND OPEN COMPETITION
Solicitation Procedures: SUBJECT TO MULTIPLE AWARD FAIR OPPORTUNITY
Offers Received: 1
Pricing Type: FIRM FIXED PRICE (J)
Evaluated Preference: NONE
Contractor Details
Parent Company: Ricoh Company,Ltd.
Address: 300 EAGLEVIEW BLVD, EXTON, PA, 19341
Business Categories: Category Business, Corporate Entity Not Tax Exempt, Manufacturer of Goods, Not Designated a Small Business, Special Designations, U.S.-Owned Business
Financial Breakdown
Contract Ceiling: $14,231
Exercised Options: $14,231
Current Obligation: $14,231
Actual Outlays: $3,558
Contract Characteristics
Commercial Item: COMMERCIAL PRODUCTS/SERVICES PROCEDURES NOT USED
Parent Contract
Parent Award PIID: GS03F0085U
IDV Type: FSS
Timeline
Start Date: 2025-10-01
Current End Date: 2026-09-30
Potential End Date: 2026-09-30 00:00:00
Last Modified: 2026-04-08
More Contracts from Ricoh USA Inc
- This Purchase IS for TWO Fully Synchronized Inline Printing Systems. a Separate FY25 Funding Requisition Will BE Created for Procurement of the Additional Printers for the SSC. This Award HAS Optional Line Items for the FY25 Purchase With Maintenan — $3.4M (Social Security Administration)
- DSW Ricoh Multifuntion Devices (MFD) — $247.6K (Department of Energy)
- Obtain 1-Year Copier Maintenance Service and Supplies (excluding Paper) for Multiple Ricoh Copiers AT the Total Price IS $253,368.00. the Vendor Shall Submit Monthly Invoices in the Amount of $21,114.00 — $215.9K (Department of Energy)
- Open Market Ricoh Copier Lease October 1, 2026 to December, 2026 Ricoh Mp5054spg (33 Copiers) — $46.6K (Department of Justice)
- Ricoh: Lease & Maintenance for Health Services Copiers (B1). DOS: October 1, 2025 Thru September 30, 2026 — $42.9K (Department of Justice)
Other Department of Justice Contracts
- Contractor Owned and Operated Existing Correctional Facility for Approximately 3,500 LOW Security Male Inmates — $794.5M (Cornell Companies, Inc.)
- Detention Services - SAN Diego — $776.9M (THE GEO Group, Inc.)
- CO: Telly Renfroe Award of NEW Task Order Base Year Initial Funding — $616.4M (AT&T Enterprises, LLC)
- TAS 151060 - Services for the Management and Operation of a Contractor-Owned, Contractor-Operated, Correctional Facility for 2,567 Beds in Adams County, Mississippi — $574.3M (Corecivic, Inc.)
- Provide Services for the Management and Operation of a Correctional Facility in Accordance With Rfp-Pcc-0014 — $568.9M (Cornell Companies, Inc.)